Management Analyst – County Clerk-Recorder’s Office (Open and Promotional) Government Job Dept-Assessor-County Clerk-Recorder Full Time

The County Clerk-Recorder Division of the Assessor- County Clerk- Recorder & Elections Office is seeking a highly analytical and collaborative individual to join their team as a Management Analyst. There is currently one vacancy in the department.

The Management Analyst will perform a wide variety of highly complex analytical and administrative support activities in support of the Department Head and Managers. This position will be responsible for analyzing a wide variety of moderate to complex management and operational problems and making effective operational and procedural recommendations. The position will support program planning, project management, evaluation, and reporting activities. This position will serve as a subject matter expert for department and board level contracts and procurement activities and will work closely with the fiscal team throughout the department’s budgeting process.

The ideal candidate for this position will have the ability to:

• Independently and accurately perform complex analytical and statistical calculations including the preparation of spreadsheets and budget reports.
• Review and monitor long-term goals, budget objectives, and performance measures as well as multi-year forecasts of revenues, expenditures, and fund balances.
• Represent the County Clerk-Recorder Division in interdepartmental, community and/or professional meetings.
• Manage small-to-medium-sized projects, or portions of larger projects, and participate effectively within a project steering committee to accomplish a collaborative goal.
• Establish and maintain effective work relationships with those contacted in the
• performance of required duties.
• Communicate concisely and effectively both orally and in writing, and clearly convey complex statutory and budgetary concepts and formulas to a non-technical audience/readership in staff reports, worksheets, instructions, and in formal and informal presentations.
• Be flexible, deadline-driven, and customer service-oriented.
• Remain organized while handling multiple and competing priorities.
• Use computer systems and applications, such as Microsoft Windows and the Microsoft Office suite (Microsoft Word, Excel, and PowerPoint).
• Work independently with minimal supervision and instruction, as well as collaboratively as part of a team.
• Draft clear and concise press releases and media communications.

For more information about the Assessor – County Clerk – Recorder – Elections Office, please visit smcacre.org.

Note: The eligible list created from this recruitment may be used to fill future Management Analyst vacancies throughout all County of San Mateo departments.

Duties may include, but are not limited to, the following:

• Assists in developing goals, objectives, policies, procedures, work standards, and administrative control systems for the department to which assigned.
• Develops and standardizes procedures and methods to improve and continuously monitor the efficiency and effectiveness of operations and service delivery methods and procedures in order to maximize funding and minimize costs; assesses and monitors workload and administrative and support systems; identifies opportunities for improvement and develops related recommendations.
• Plans, oversees, and administers department-specific programs and projects.
• Conducts a variety of analytical and operational studies regarding departmental and programmatic activities, including complex operational, regulatory, or administrative issues; evaluates alternatives, and makes recommendations,
• Prepares comprehensive technical records and reports, identifies alternatives, and makes and justifies recommendations.
• Conducts special research projects and financial analysis for countywide programs and usage; produces findings and recommendations and prepares related reports.
• Represents assigned department in interdepartmental, community and/or professional meetings; confers with and coordinates with other County staff on a wide variety of administrative analyses and planning issues.
• Serves as a liaison to public and private organizations, community groups, and other organizations; provides information and assistance to the public regarding the assigned programs and services; receives and responds to complaints, requests and questions relating to assigned area of responsibility.
• Ensures compliance with Federal, State, County, and funding agency regulatory and reporting requirements and applicable laws, regulations, and professional practices.
• Prepares and submits Board of Supervisor agenda reports and various other commission, committee, and staff reports, resolutions, ordinances, and correspondence regarding assigned activities.
• Attends meetings, conferences, workshops, and training sessions and reviews publications and related materials to become and remain current on principles, practices, and new developments in assigned work areas.
• Communicates orally, in writing, or through graphic representations and statistical summaries with colleagues, managers, employees, the public, organized employee groups and representatives of various organizations.
• May participate in the selecting, training, motivating, and evaluating assigned staff; directs the work activities of assigned staff; prioritizes and coordinates work assignments; provides or coordinates staff training; reviews work for accuracy; works with employees to correct deficiencies.

Education and Experience: Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.  A typical way to obtain the required qualifications would be:
 

Knowledge of:

• Project and/or program management, analytical processes, and report preparation techniques.
• Organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures.
• Principles of mathematical and statistical computations.
• Research and reporting methods, techniques, and procedures. 
• Modern office practices, methods, and computer equipment and applications related to the work.
• English usage, grammar, spelling, vocabulary, and punctuation. 
• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Principles and practices of public administration as applied to operational unit and program administration.
• Principles and practices of county management and government.
• Sources of information related to a broad range of county programs, services, and administration.
• Basic principles, practices, and procedures of funding sources and grant funds disbursement.
• Principles and practices of contract administration and evaluation; and public agency budget development and administration, and sound financial management policies and procedures.
• Recent and on-going developments, current literature, and sources of information related to the operations of the assigned division.
• Record keeping principles and procedures.
• Techniques for effectively representing the County in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.

Ability to:

• Assist in the development of goals, objectives, policies, procedures, and work standards for the department.
• Coordinate and oversee programmatic administrative, budgeting, and/or fiscal reporting activities.
• Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
• Conduct research on a wide variety of administrative topics including grant funding, contract feasibility, budget and staffing proposals, and operational alternatives.
• Evaluate and develop improvements in operations, procedures, policies, or methods.
• Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
• Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
• Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local policies, procedures, laws, and regulations.
• Establish and maintain a variety of filing, record keeping, and tracking systems.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Operate and maintain modern office equipment, including computer equipment and specialized software applications programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Plan, organize, and carry out assignments from management staff with minimal direction.
• Plan and conduct effective management, administrative, and operational studies.
• Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
• Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
• Effectively represent the department and the County in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.

Open and Promotional. Anyone may apply. Current County of San Mateo and County of San Mateo Superior Court of California employees with at least six months (1040 hours) of continuous service in a classified regular, probationary, Confidential and Management extra-help/limited term, and SEIU or AFSCME represented extra help/limited term positions prior to the final filing date will receive five points added to their final passing score on this examination.

Responses to the supplemental questions must be submitted in addition to our regular employment application form. A resume will not be accepted as a substitute for the required employment application and supplemental questionnaire.

The examination process will consist of an application screening (weight: pass/fail) based on candidate applications and responses to the supplemental questions. Candidates who pass the application screening will be invited to a panel interview (weight: 100%). 

Depending on the number of applicants, an application appraisal of education and experience may be used in place of other examinations or further evaluation of work experience may be conducted to group applicants by level of qualification. All applicants who meet the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination. All examinations will be given in San Mateo County, California, and applicants must participate at their own expense.

IMPORTANT: Applications for this position will only be accepted online. If you are currently on the County’s website, you may click the ‘Apply’ button. If you are not on the County’s website, please go to http://jobs.smcgov.org to apply. 

~ RECRUITMENT SCHEDULE ~ 
Application Deadline: April 13, 2023, 11:59 p.m. PST
Application Screening (tentative): Week of April 17, 2023
Panel Interviews (tentative): May 4, 2023